Executive Administrative Assistant

3 weeks ago

Phoenix, United States Synergy America, inc Full time
Job DescriptionJob Description

 

We are currently looking for an Executive Administrative Assistant for a contract position with the Department of Justice / United States Attorney’s Office (USAO) located in Phoenix, AZ.  This is initially for a 1-year contract with 2 additional optional years (for a total of 3 years) with the USAO.  Candidates must be U.S. Citizens and be able to clear an extensive 7 (or 10) year minimum background check / clearance investigation by the Department of Justice.

 

The individual will provide executive level administrative and secretarial support to the USAO’s Executive Division, supporting the U.S. Attorney (USA), First Assistant U.S. Attorney (FAUSA), and the Executive Assistant U.S. Attorney (EAUSA). The individual will perform the following duties:

 

  • Maintains calendars for the USA, FAUSA, and EAUSA.
    • Track dates and arrange / schedule conferences and meetings as necessary.
    • Prepares agenda, notifying participants, and arranging meetings.
    • Anticipates and prepares materials needed for conferences, meetings, correspondence, appointments, telephone calls, etc.
    • Attends meetings and conferences to record, summarize, and distribute minutes.
    • Maintains calendar(s) of the staff, schedules appointments, interviews, and conferences, and provides reminders of commitments.
  • Arranges travel for the Executive Division by preparing itineraries, securing transportation and hotel reservations, and preparing automated travel authorizations and vouchers.
  • Reads, screens, and controls incoming mail.  Independently deals with those matters that do not require his/her personal attention by referring to appropriate staff members, or personally performing the work needed to resolve the matter.
  • Receives visitors and telephone callers. Furnishes requested information concerning pending and closed matters, functions, and general procedures of the office. Determines which matters should be referred to the USA, FAUSA, and EAUSA, whether the immediacy of the call warrants interruption of the U.S. Attorney or revision of previously established plans and priorities.
  • Establishes and maintains a variety of files, both manual and electronic.
  • Composes or produces a wide variety of written documents that require a good working knowledge of administrative procedures and terminology.
  • Reviews all outgoing correspondence, documents, and reports prepared for the USA’s, FAUSA’s, and EAUSA’s signature.
  • Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.
  • Maintains an accurate telephone listing of contact information from various departments and agencies.

 

 

 

 

 

Requirements:

 

Experience: Candidates must have a minimum of five years of administrative experience supporting multiple C-Level executives.  Experience working in a law firm is preferred.

 

Education: Candidates should be seasoned professionals with a college degree or equivalent professional work experience.

 

Skills: Expert organizational skills; top-notch time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress.

Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions. Facility with Zoom and MS Teams. Ability to handle confidential and sensitive matters professionally and with discretion. Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations. Good decision maker, strategic thinker, and proven ability to manage time, people, and resources in order to meet deadlines. Demonstrated ability to take initiative, manage projects and handle multiple competing priorities. Flexibility and ability to adapt to constantly changing priorities.

 

This is a full time / 40 hours per week position.  Candidates will be working onsite each day (telework is not available for this role).  This position offers the accrual of 2-weeks of paid time off each year, paid federal holidays and is eligible to enroll in our health benefits program.

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